Employee Time Cards

Form ID: (EP305000)

You use this form to enter new time cards or review and adjust existing ones. Each time card spans a period that the system defines based on the employee frequency, and a new time card can be entered only when the previous time card has been released. For more details about time cards, see Employee Time Entry: Time Cards.

Attention: You can create, view, or adjust time cards if the username you are signed in with is associated with an employee—that is, if the employee has the username specified in the Employee Login box on the General Settings tab of the Employees (EP203000).

This form is available only if the Advanced Financials feature is enabled on the Enable/Disable Features (CS100000) form.

Form Toolbar

The form toolbar and More menu include the buttons and commands described below.


Command	Description
Approve	Approves the time card and changes its status to Approved. When you click this command, the Enter Reason dialog box opens if Is Optional or Is Required is selected in the Reason for Approval box on the Rule Actions tab of the Approval Maps (EP205015) form for the map. In the dialog box, you can (if Is Optional is selected) or must (if Is Required is selected) enter the reason the document is being approved. This command appears if the time card has the Pending Approval status. Attention: If the Time Management feature is enabled on the Enable/Disable Features (CS100000) form, you can approve the time card only if all the activities included in the time card have been approved by the project task approver (if required) or the time activity approver of the project. For more information, see Approval Configuration: Approval Maps.
Correct	Updates the released time card and creates a new time card of the Correction type. The new time card has the On Hold status. This command appears if the time card has the Released status.
Hold	Changes the status of the time card to On Hold, making it possible to adjust the time card. This command appears if the time card has the Rejected, Approved, or Pending Approval status.
Reassign	Opens the Reassign Approval dialog box, in which you can specify a new approver to reassign the selected record to this approver if the reassignment of approvals is allowed in the related rule of the approval map on the Approval Maps (EP205015) form. This command appears if the time card has the Pending Approval status. For more information, see Approval Configuration: Approval Maps.
Reject	Rejects the time card and changes its status to Rejected. When you click this command, the Enter Reason dialog box opens if on the Rule Actions tab of the Approval Maps (EP205015) form for the applicable map, Is Optional or Is Required is selected as the reason for rejection. In the dialog box, you can (if Is Optional is selected) or must (if Is Required is selected) enter the reason the document is being rejected. This command appears if the time card has the Pending Approval status. For more information, see Approval Configuration: Approval Maps.
Release	Releases the time card and changes its status to Released. This command appears if the time card has the Approved status.
Submit	Submits the time card for approval. The status of the time card changes to Pending Approval if the approval workflow has been configured for time cards; otherwise, the time card is assigned the Approved status. If the Time Management feature is enabled on the Enable/Disable Features (CS100000) form and at least one time activity included in the time card has not been approved by the project task approver, the status of the time card changes to Pending Approval, even if the approval workflow has not been configured for time cards. This command appears if the time card has the On Hold status.
View Transactions	Opens the Project Transactions (PM304000) form, where you can view the list of project transactions that have been created as a result of time cards being released. This command is available if the time card has the Released status.

Reassign Approval Dialog Box

In this dialog box, you can specify the new approver to whom you want to reassign the selected record or records. The dialog box opens when you click Reassign.


Element	Description
New Approver	The name of the employee to whom you want to reassign the selected record or records.
Ignore Approver's Delegations	A check box that indicates (if selected) that the system will assign the selected records to the specified new approver but not to their delegate, even if the new approver is unavailable and has a delegate specified for the current business date. If the check box is cleared and if the new approver is not available and has a delegate specified for the current date, the system will reassign the selected records to the delegate if they’re available. If the delegate is unavailable, the system will reassign the requests to the delegate of the delegate. The system will continue the search in this way until: It assigns an approver with no active delegations set up for the current date. It detects a loop in the chain of delegations. In this case, the system will prompt you to specify a different approver.
This dialog box has the following buttons.
Reassign	Closes the dialog box and reassigns the selected record or records to the specified new approver if the reassignment of approvals is allowed in the related rule of the approval map on the Approval Maps (EP205015) form.
Cancel	Closes the dialog box and cancels the reassignment of the selected record or records to the new approver.

Summary Area

In this area, you can enter the settings of a new time card or select an existing time card to view (and edit, if needed) its settings.


Element	Description
Ref Nbr.	The unique reference number of the time card, which MYOB Acumatica automatically assigns according to the numbering sequence specified as the Time Card Numbering Sequence on the Time and Expenses Preferences (EP101000) form.
Status	The status of the time card, which is set by the system and can be one of the following options: On Hold: The time card is a draft and cannot be released. Pending Approval: The time card has been completed and is ready for approval. Approved: The time card has been approved. Rejected: The time card has been rejected. Released: The time card has been released. If any of the activities from the time card is associated with a specific project, at least one project transaction has been generated; for more information, see Employee Time Billing: General Information. If any of the activities is associated with contracts (through cases), contract usage data has been updated; for more information, see Contract Usage: Contract Usage.
Period	The period for which the time card is created. If the Custom Week Configuration check box is cleared on the Time and Expenses Preferences (EP101000) form: The length of the period corresponds to the frequency selected in the Frequency box of the current form. The start day of the period is determined by the start day specified for the selected frequency on the Time and Expenses Preferences form. If the Custom Week Configuration check box is selected, only the custom weeks specified on the Custom Week tab of the Time and Expenses Preferences form are available in the box. By default, the system inserts the current period if the selected employee doesn’t have a time card for this period. If the employee already has a time card for the current period, the system inserts the next available period, based on the most recent existing time card. You can override the default period by selecting any period for which no time card exists. After you save the time card with the On Hold status, you cannot change the period.
Frequency	Read-only. The employee's time card frequency. The option is copied from the Employees (EP203000) form and can be one of the following: Weekly, Biweekly, Semi-monthly, or Monthly.
Employee	The name of the employee whose time card is currently open. By default, for a new time card, the system selects the employee that is associated with the username you are signed in with.
Type	The type of the time card. The following options are available: Normal: A regular time card Correction: A corrective time card, which is a time card that updates a released time card
Orig. Ref. Nbr.	The reference number of the time card being corrected. This box is filled in only when Correction is specified in the Type box.

Table 1. Total Section
Element	Description
Time Spent	The total working time (regular and overtime) for the period.
Billable	The total billable working time (regular and overtime) for the period.

Summary Tab

This tab includes the information on the work hours the employee has spent on specific projects and project tasks broken down by the days of the period. The system shows time activities if their Reported On date—the date when the time activity was reported in the original time zone—falls within the specified period.

Also, you use this tab to adjust the time in a corrective time card.

The table toolbar includes the buttons described below.

Table 2. Table Buttons
Button	Description
Load from Time Log	Creates time activities based on time log entries that the system has created for tracked time on project tasks. If a time log spans multiple days, when you click the button, the system creates time activities for only the unrecorded portion of the time log that belongs to the time card period. After a time activity is created, the corresponding time log becomes read-only. Tip: You can create a time activity for the remaining portion of the time log when you create the time card for that period, even though the time log is read-only. The system can create a time activity only if the time log's type has an earning type specified on the Time Log Types (EP209000) form. If not, update the time log and then click this button again to create the corresponding time activity. To regenerate time activities, first delete the previously created ones and then click the button. The button is available only if all the following conditions are met: The Clock In and Clock Out feature is enabled on the Enable/Disable Features (CS100000) form. The Time Log tab has at least one time log entry. The time card has the On Hold status. For details, see Employee Time Entry: Creation of Time Activities from Project Time Logs.
Preload from Tasks	Opens the Preload from Tasks dialog box, where all available tasks are listed. In this dialog box, you can create summary rows with the Earning Type, Project, and Project Task values preloaded from the tasks that you select.
Preload from Previous Time Card	Copies all rows from the most recently submitted time card for the selected employee prior to the selected period, excluding rows with earning types used for holidays or vacations. In the copied rows, the earning type, task ID, project, and project task are preserved, while all other data is cleared. Important: To make the system copy the data, the earning type selected in the Vacations Earning Type and Holiday Earning Type boxes on the General tab of the Time and Expenses Preferences (EP101000) form must differ from the one selected in the Regular Hours Earning Type box on the same form.
Preload Holidays	Adds a new row to the table with the holiday earning type specified in the Earning Type column and inserts the number of non-working hours in the column of each weekday that is a holiday. The system calculates the number of non-working hours based on the values specified on the Exceptions tab of the Work Calendar (CS209000) form as follows: `End Time-Start Time-Break Duration` By default, the Project column includes the non-project code, but you can change the value before releasing the time card.
Normalize Time Card	Adds to the table a new row that completes the number of regular work hours for the week. The missing regular work hours are added starting from Monday. For instance, if the employee is required to work 40 regular hours per week and the time card includes only 30 regular work hours, when you click this button, the system adds a new row with 8 in the Mon. column and 2 in the Tue. column.

Table 3. Table Columns
Column	Description
Earning Type	The type of the work time spent by the employee.
Task ID	The activity task associated with the time activity. Only tasks that belong to the selected employee are available for selection.
Project	The project that the employee worked on. You cannot select a completed or canceled project. This column is available only if the Projects feature group is enabled on the Enable/Disable Features (CS100000) form.
Project Task	The project task that the employee worked on. Canceled project tasks cannot be used in time cards. If you select a project that has the default project task, this task is automatically populated in the column. This column is available only if the Projects feature group is enabled on the Enable/Disable Features (CS100000) form.
Certified Job	A check box that indicates (if selected) that the time reported by the employee has been spent performing a certified job. The system automatically selects the Certified Job check box in the time card line if for the corresponding project, the Certified Job check box is selected in the Project Properties section on the Summary tab of the Projects (PM301000) form. You can clear this check box if it has been selected or select it manually, if needed. This column is shown on the form if the Construction feature is enabled on the Enable/Disable Features (CS100000) form.
Cost Code	The cost code with which this record is associated to track project costs and revenue. The system populates the cost code based on this priority: Project task Labor (non-stock) item If the system finds no applicable cost code, the column remains empty. This column is shown only if the Cost Codes feature is enabled on the Enable/Disable Features (CS100000) form.
Union Local	The union local associated with the time entry. The system automatically populates the Union Local column in the time card line by using the settings of the employee and project as follows: If the employee has an associated union local and the project has no associated union local, the system inserts the union local of the employee. If the employee has an associated union local that is one of the union locals associated with the project, the system inserts the union local of the employee. If the employee has an associated union local that is not one of the union locals associated with the project, the system leaves this column blank. If the employee has no associated union local, the system leaves this column blank. You can clear the column if a union local has been selected or select a union local manually, if needed. This column is shown on the form if the Construction feature is enabled on the Enable/Disable Features (CS100000) form.
Labor Item	The non-stock item of the Labor type associated with the time card line. By default, the system inserts the labor item associated with the employee. You can clear the column if an item has been selected automatically or select an item manually, if needed.
WCC Code	The work class compensation code associated with the time card line.
Shift Code	The work shift during which the activity was performed. This column appears only if the Shift Differential feature is enabled on the Enable/Disable Features (CS100000) form.
Day	The work time, including overtime, reported for a specific day of the period selected in the Period box. The number of day columns, their labels, and the first displayed day depend on the following: The time card frequency specified in the Frequency box. The start day for this frequency, which is specified on the Time and Expenses Preferences (EP101000) form. The state of the Custom Week Configuration check box on the Time and Expenses Preferences (EP101000) form. If the check box is selected, the custom period determines which columns are displayed. In the table footer, the system shows the total work time reported for the day across all the rows in the table.
Time Spent	The work time (regular and overtime) that the employee spent on the project and task during the period. In the table footer, the system shows the total time that the employee spent.
Billable	A check box that indicates (if selected) that these work hours are billable. By default, the system selects the check box if the selected earning type has this check box selected on the Earning Types (EP102000) form. You can clear this check box if it has been selected or select it manually, if needed.
Description	The description of the reported work hours.
Approval Status	The approval status, which indicates whether the summary row requires approval and, if it does, what the current state of approval is. The following options are available: Not Required: Approval is not required for the activities in the summary row. Approved: All activities in the summary row have been approved. Rejected: All activities in the summary row have been rejected. Partially: The summary row includes both approved and rejected activities. Pending: At least one activity included in the summary row is neither approved nor rejected yet.
Approver	The identifier of the person authorized to approve the activity. The system populates this column with the approver of the project task specified on the Tasks tab of the Projects (PM301000). The y can be approved by the task approver or by the time y approver of the project specified on the Summary tab of the Projects (PM301000) form.

Table 4. Preload from Tasks Dialog BoxYou can use this dialog box to select the tasks based on which a summary row will be created with the Earning Type, Project, and Project Task values preloaded from these tasks. The dialog box includes the following elements.
Element	Description
Selected	An unlabeled check box that you select to create a summary row based on this record.
Summary	A summary of the task.
Project	The project associated with this task (or the non-project code indicating that this task is not associated with any project defined to MYOB Acumatica).
Project Task	The particular project task with which this task is associated.
This dialog box has the following buttons.
Preload from Tasks	Creates summary rows based on the selected tasks.
Cancel	Discards any task selections and closes the dialog box.

Details Tab

This tab includes the detailed information on the work hours the employee has spent on various activities that may be associated with particular projects and project tasks. The system shows time activities if their Reported On date—the date when the time activity was reported in the original time zone—falls within the specified period. Canceled activities are not listed on this tab.

If any of the listed activities is associated with a project that has the Restrict Employees check box selected on the Summary tab of the Projects (PM301000) form, an error may occur during the processing of the time card if the selected employee is not included in the list of employees on the Employees tab of the Projects (PM301000) form for the related project. If that is the case, the employee must be added to the list of employees for the time card to be available for release. (After the time card has been released, the employee may be removed from the list again.)

You should not use this tab to adjust the time in a corrective time card; for this purpose, you use the Summary tab.

Attention: If you delete a detail row in a time card, the corresponding activity is deleted from the system.

The table toolbar includes the buttons described below.

Table 5. Table Buttons
Button	Description
Create Activity	Opens a menu with the activity types defined in your system on the Activity Types (CR102000) form. An out-of-the-box system has the following predefined types: Chat Escalation Message Note Phone Call Work Item When you select a type, the Activity (CR306010) form opens so you can create an activity of this type. After adding a new activity, you can report in the time card any work hours spent on that activity.
View	Opens the Activity (CR306010) form with the details of the selected activity, which you can adjust if the activity has the Open or Canceled status. This action is applicable only to the time activities created from the Activity form.


Column	Description
Date	The date of the record. The default date is defined by the Default Date in Time Cards setting on the Details tab of the Employee Classes (EP202000) form.
Workgroup	The workgroup to which the employee belongs. The system automatically populates the workgroup specified in the employee settings in the Default Workgroup box on the General tab of the Employees (EP203000) form.
Earning Type	The type of the work time spent by the employee.
Task	The task associated with this activity. Only tasks that belong to the selected employee are available for selection.
Project	The project the employee worked on. This column is available only if the Projects feature is enabled on the Enable/Disable Features (CS100000) form.
Project Task	The task on which the employee worked. Canceled project tasks cannot be used in time cards. If you select a project that has the default project task, this task is automatically populated in the column. This column is available only if the Projects feature is enabled on the Enable/Disable Features (CS100000) form.
Certified Job	A check box that indicates (if selected) that the time reported by the employee has been spent performing a certified job. The system automatically selects the Certified Job check box in the time card line if for the corresponding project, the Certified Job check box is selected in the Project Properties section on the Summary tab of the Projects (PM301000) form. You can clear this check box if it has been selected or select it manually, if needed. The column is shown on the form if the Construction feature is enabled on the Enable/Disable Features (CS100000) form.
Cost Code	The cost code with which this record is associated; the cost code is used to track project costs and revenue. The box is available if the Cost Code feature is enabled on the Enable/Disable Features (CS100000) form.
Union Local	The union local associated with the time entry. The system automatically populates the Union Local column in the time card line by using the employee and project settings as follows: If the employee has an associated union local and the project does not, the system inserts the union local of the employee. If the employee has an associated union local that is one of the union locals associated with the project, the system inserts the union local of the employee. If the employee has an associated union local that is not one of the union locals associated with the project, the system leaves the column blank. If the employee has no associated union local, the system leaves the column blank. You can clear this column if a union local has been selected or select a union local manually, if needed. The column is shown on the form if the Construction feature is enabled on the Enable/Disable Features (CS100000) form.
Labor Item	The non-stock item of the Labor type associated with the time card line. By default, the system selects the labor item associated with the employee. You can clear this column if a labor item has been selected or select an item manually, if needed.
WCC Code	The work class compensation code associated with the time card line.
Shift Code	The work shift during which the activity was performed. By default, the system inserts the shift code specified in the Shift Code box in the Employee Settings section on the General Info tab of the Employees (EP203000) form. This column appears only if the Shift Differential feature is enabled on the Enable/Disable Features (CS100000) form.
Appointment Nbr.	The appointment associated with the activity. This column is available only if the Service Management feature is enabled on the Enable/Disable Features (CS100000) form.
Customer ID	The customer associated with the appointment. This column is available only if the Service Management feature is enabled on the Enable/Disable Features (CS100000) form.
Log Ref. Nbr.	The line reference number on the Log tab of the Appointments (FS300200) form associated with the employee. This column is available only if the Service Management feature is enabled on the Enable/Disable Features (CS100000) form.
Service	The service that the employee has performed during the appointment. This column is available only if the Service Management feature is enabled on the Enable/Disable Features (CS100000) form.
Time	The actual time when the work has been started. By default, the system populates this box with the start time specified for the corresponding day of the week on the Work Calendar (CS209000) form in the calendar that is associated with the employee.
Time Spent	The work time reported for the selected date.
Billable	A check box that indicates (if selected) that the work hours are billable.
Billable Time	The billable time for the employee.
Billable OT	The billable overtime for the employee.
Summary	The description of the record.
RH	The regular work time the employee spent on the project and task.
OT	The overtime the employee spent on the project and task.
OT Mult	The value by which the employee cost for this earning type is multiplied when the time activity is released.
Approval Status	The status of the time activity record, which is one of the following: Pending Approval: The time activity requires approval by an authorized person. Completed: The time activity has been either approved by an authorized person or accepted without approval. Rejected: The time activity has been rejected by an authorized person; a warning appears for the rejected record. Canceled: The time activity has been canceled. Released: The time activity has been released.
Day	The day of the week for which the activity has been reported.
Case ID	The identifier of the case associated with the activity. This column is available only if the Case Management feature is enabled on the Enable/Disable Features (CS100000) form.
Contract ID	The identifier of the contract associated with the activity.
Time Log	A check box that indicates (if selected) that a time activity has been created based on the time log entry.
Reported in Time Zone	The original time zone in which the time activity was created.
Reported On	The reported date in the original time zone.
Reported At	The reported time in the original time zone.

Time Log Tab

This tab lists all the employee’s time log entries for the selected period. These entries were created when employees used the timer on the Project Tasks (PM302000) form. The system automatically records time logs when the employee stops tracking time or changes the time type for a task in the timer.

Important: The tab is available if the Clock In and Clock Out feature is enabled on the Enable/Disable Features (CS100000) form.

You can edit a time log entry only if no time activity has been created for it on the Details tab of the form. If you need to change a time activity, you need to delete it, edit the time log, and create the time activity again by clicking Load from Time Log on the Summary tab.

The table toolbar has only standard buttons.


Column	Description
Reported in Time Zone	Read-only. The original time zone in which the time activity was created based on the time log entry. To determine the default time zone for the user account for which the time activity is created, the system checks the following forms in order and applies the first time zone it finds: User Profile (SM203010): The time zone specified for the user account. Work Calendar (SC209000): The time zone of the calendar specified for the employee account, if one is associated with the user account. Site Preferences (SM200505) form: The system-wide default time zone that has been set by a system administrator. If no time zone is found, the system uses UTC+0. For details about UTC, see Employee Time Entry: Time Zones in Time Activities
Start Date	The date in the original time zone (Reported in Time Zone) when the timer was started.
Start Time	The time in the original time zone (Reported in Time Zone when the timer was started.
End Date	The date in the original time zone (Reported in Time Zone when the timer was stopped.
End Time	The time in the original time zone (Reported in Time Zone when the timer was stopped.
Time Spent	The total duration, calculated as the difference between the start and end times. The result is rounded up to the nearest full minute.
Type	The type of time. Important: If no time type is specified, the system cannot create a time activity for it.
Description	The description of the project task for which the time was tracked.
Record Type	Read-only. The type of the source record.
Record ID	Read-only. The ID of the related project task, which is also a link you can click to open the task on the Project Tasks (PM302000) form.

Materials Tab

By using this tab, you can associate non-stock items with the time card, which enables you to track services provided to the customer or materials that are not kept on stock and not tracked by the inventory system. By using the Load Records from File button on the table toolbar, you can upload records to the table on this tab from XLSX files.

The table toolbar has only standard buttons.


Column	Description
Project	The project on which the material has been used. This column is available only if the Projects feature is enabled on the Enable/Disable Features (CS100000) form.
Project Task	The project task on which the material has been used. Canceled project tasks cannot be used in time cards. This column is available only if the Projects feature is enabled on the Enable/Disable Features (CS100000) form.
Cost Code	The cost code on which the material has been used.
Inventory ID	The inventory ID of the material.
Description	The description of the material.
UOM	The unit of measure used for the material.
Mon.	The quantity of the material used on Monday.
Tue.	The quantity of the material used on Tuesday.
Wed.	The quantity of the material used on Wednesday.
Thu.	The quantity of the material used on Thursday.
Fri.	The quantity of the material used on Friday.
Sat.	The quantity of the material used on Saturday.
Sun.	The quantity of the material used on Sunday.
Total Qty.	The total quantity of the material that was used.

Approvals Tab

This tab displays information about the employee time card approvals or rejections. The system automatically performs assignment for approval when time cards are taken off hold, in accordance with the approval map specified for employee time cards on the Time and Expenses Preferences (EP101000) form. Authorized users approve employee time cards, along with documents of other types, by using the Approvals (EP503010) form. For details, see Employee Time Entry: Time Cards.

This tab displays the approval entries associated with the selected record. If the record has existing Approved or Rejected entries and is put on hold for editing, these entries are preserved on the tab and the Obsolete check box is selected for them. Approval entries with a Pending decision are deleted. When the record is resubmitted for approval, new approval entries are created for this approval cycle.

This tab is available only if the Approval Workflow feature is enabled on the Enable/Disable Features (CS100000) form.

The table toolbar has only standard buttons.


Column	Description
Assignee	The identifier of the employee who is assigned to approve the record.
Assignee Name	The name of the employee who is assigned to approve the record.
Workgroup	The workgroup of the employee who is assigned to approve the record.
Reviewer	The identifier of the employee who actually reviewed the record.
Reviewer Name	The name of the employee who actually reviewed of the record.
Date	The review date.
Decision	The approval decision made for the record, which can be Pending, Approved, or Rejected, depending on the approval action performed.
Reason	The reason the record has been approved or rejected (if applicable).
Obsolete	A check box that indicates (if selected) that the approval decision belongs to a previous approval cycle. The system selects the check box for all Approved and Rejected approval entries when the record is put on hold for editing.

Totals Tab

On this tab, you review the total hours spent by employee on the regular and overtime work.

Table 6. Regular Section
Element	Description
Time Spent	The total regular working time for the period.
Billable	The total billable regular working time for the period.

Table 7. Overtime Section
Element	Description
Time Spent	The total overtime working time for the period.
Billable	The total billable overtime working time for the period.